At HireSmartVirtualEmployees.com, we are an advocate for a global workforce. As you know we hire from the Philippines and have amazing results. However, finding and training are 2 pieces of the puzzle – you have to be able to delegate and manage. Using a Virtual Employee (whether US-based or Global) requires a plan and some skills.
We want to share with you our success formula for getting the most out of your workforce.
#1 – It starts with the KPIs (Key Performance Indicators)
I can’t tell you the number of business owners that have zero idea about the KPIs in their business. They manage on emotions and “I think they are providing the results…” This is the hardest type of manager to please because they don’t know what they are looking for – nevertheless if their staff has accomplished it.
When you first hire a staff member, you should have specific goals and objectives. There should be a target that you want them to achieve. You should advise the virtual employee that they should expect to be a x% of goal for the first month, x% month 2, etc. Whatever you measure is what they will focus on. You should establish 3-5 KPIs at the most.
Once you have established KPIs, managing your virtual employee becomes much easier as their reporting tells you the story on performance.
#2 – Have regular meetings. I recommend having weekly communication about the upcoming week. This can be via Skype, Gotomeeting.com, phone call, or even email. The meeting agenda should be fairly short. You should have regular meetings with all the staff as well as one on ones. Here is an example of a meeting agenda we think is quite helpful:
#3 – Enhance communication by using cloud based tools. You want to make sure that the whole team is working optimally by not having to search for documents, resources, information etc.
We have all had the experience where we were looking for a file and information only to realize that the document that we needed was outdated. Workers waste a ton of time when information isn’t organized and easy to find.
Use these tools to better organize your data:
Google Drive – Google has free docs, sheets, & slides as well as a drive to store them in. Once the sheet is updated, everyone’s is on the latest & greatest version. Need an older revision? No problem – you can easily see changes.
Dropbox Pro – While google drive is good, sometimes you need more. We love that we can easily share all kinds of information in our dropbox account. Including call recordings that save automatically to a specific folder.
#4 – Crosstrain Your Staff. We highly recommend that you spend some time sharing with your internal and external staff those critical tasks that need to be done. That way if someone is out – your job can still get done. We like to use a video library that shows the task as well as narrates what and why we are doing it. This also allows others in the workforce to expand their skill set.
#5 – Have a calendar of tasks and “filler” work that can always be done when time allows. You will be surprised at how efficient your global workforce can be. Because they lack the distraction of the office chatter and water cooler talk – they can produce a lot of work. Be prepared to have the routine items in their work calendar as well as some non-urgent projects that they can work on if you can’t direct them. Things like researching competition, pulling data lists, social media posting, client outreach campaigns are some examples.
The main thing to realize when you are working with a global workforce is be organized, be clear in your expectations, and enjoy the savings on staff. If you haven’t looked at the cost savings of a global workforce, read how we saved over $26,000/ year by transitioning to a global workforce.
Considered using a Virtual Employee but didn’t know how to get started? Let’s chat. Email me to schedule a quick call to see if you would be a good candidate.
If you are trying to scale and grow your business and you are doing it alone, you are going to hit a wide, massive plateau eventually. From administration to marketing tasks – these time-consuming activities will hold you back from focusing on what you are supposed to do, which is what you enjoy.
Once you have decided to hire a Virtual Employee, there are five things that you should know, so your expectations are set correctly.
1. Have a checklist of your Virtual Employee’s tasks – daily, weekly, and monthly
Before you hire a Virtual Employee, make sure that you have outlined a detailed summary of what they are supposed to work on. Do not expect your Virtual Employee to do this for you as you are their boss, and so you should know what you want your Virtual Employee to do. With this, your Virtual Employee will consistently work on the tasks assigned to them, and over time, your Virtual Employee can carry out those tasks with minimum supervision.
2. Communicate with your Virtual Employee
This is the foundation of every business relationship and is the most critical during the first two weeks of your Virtual Employee. Although your workload has decreased because you have outsourced some to your Virtual Employee, you still need to monitor their performance with the tasks that you gave them – are they doing it right, or do they need more time to perfect it? Let your Virtual Employeeknow that you are only one message away during these times so they would also start to feel comfortable in communicating with you.
3. Review your Virtual Employee's tasks and accomplishments
Having weekly meetings to review the previous week’s activities and reports is a good way to start. Review the COB reports that your Virtual Employee sends daily and take note of the areas of improvements that they need to work on, but also give praise if they have done an exceptional job.
4. Try giving different tasks to your Virtual Employee to measure their level of expertise
Engaging your Virtual Employee in different tasks would help you identify what they are good at. You may try giving them data entry jobs in the first week, and then teach them how to respond to emails and phone calls in the second week. In the third week, try and see if they can write up articles for you – knowing your Virtual Employee's strengths are essential to your business, and this would hone their skillsets as well.
5. Allow time for your Virtual Employee to grow
Over time, your Virtual Employee will commit errors and mistakes, and this is perfectly normal. Give them an adjustment period (especially if it is your first time hiring a Virtual Employee and it is their first time working as a Virtual Employee) for about one month. By then, they should have been informed of the house rules, the tasks that they need to do, as well as how your business works. Do one on one coaching sessions if need be so they are aware of the things that they should and should not do.
Hiring a virtual assistant helps you in many ways. Don’t know where to begin? Book a consultation with us, and we will walk you through our simple process to get you the help you need.